Administrative Assistant

Rutgers University; New Brunswick; On-site; USD 50,000 - 75,000; Full time

Job summary

An established industry player is seeking a diligent Administrative Assistant to support their Environmental Health and Safety division. This role involves a variety of administrative tasks, including composing letters, processing invoices, and coordinating logistics for meetings and events. The ideal candidate will possess strong communication skills and be proficient in office software, ensuring smooth operations within the team. Join a dynamic environment where your contributions will directly impact the effectiveness of essential programs and services, fostering a safe and organized workplace.

Benefits

Comprehensive benefit program

Professional development opportunities

Flexible work hours

Qualifications

• Bachelor’s degree or equivalent experience in office administration.
• Knowledge of organization, coordination, and bookkeeping.

Responsibilities

• Provides administrative support to unit management and coordinates logistics.
• Processes various administrative documents and creates informational materials.

Skills

Good communication skills

Computer literacy

Education

Bachelor’s degree in a related field

Tools

Office software (word processing, database, spreadsheet)

Rutgers-specific systems

Web applications

Job description

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The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). Reporting to the Senior Program Administrator, provides day-to-day administrative support for Rutgers Environmental Health and Safety. The primary functions of this position are to perform administrative duties: composition of letters, billings, services as an internal buyer for IPO in RIAS , prepares purchase orders in RIAS , and processes invoices.

Among the key duties of this position are the following:

• Provides administrative support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports, and documents.
• Schedules appointments, arranges and coordinates logistics for events and meetings.
• Processes various administrative documents and data.
• Creates routine informational materials.
• Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals.
• May assist in basic unit supporting research activities, perform some fiscal support functions, and/or serve as liaison within and outside unit.
• Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters for the unit.
• Work is usually reviewed upon completion.
• Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of unit administration.
• Bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Good communication skills and computer literacy.

Preferred Qualifications

• Desktop and laptop computers.
• Office software: word processing, database, and spreadsheet applications. Rutgers-specific systems.
• Web applications, including school-specific, university-wide, and public systems.
• Expected to use and be familiar with copier machines, fax, and other office equipment.

Physical Demands and Work Environment

Special Conditions

Posting Number

Posting Number 25ST0978

Posting Open Date

Posting Open Date 05/09/2025

Special Instructions to Applicants

Regional Campus

Home Location Campus

Home Location Campus Rutgers University - New Brunswick

City

State

State NJ

Position Information Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department IPO-Envir. Health & Safety Overview The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations. Posting Summary Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). Reporting to the Senior Program Administrator, provides day-to-day administrative support for Rutgers Environmental Health and Safety. The primary functions of this position are to perform administrative duties: composition of letters, billings, services as an internal buyer for IPO in RIAS , prepares purchase orders in RIAS , and processes invoices.

Among the key duties of this position are the following:

• Provides administrative support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports, and documents.
• Schedules appointments, arranges and coordinates logistics for events and meetings.
• Processes various administrative documents and data.
• Creates routine informational materials.
• Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals.
• May assist in basic unit supporting research activities, perform some fiscal support functions, and/or serve as liaison within and outside unit.
• Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters for the unit.
• Work is usually reviewed upon completion.
• Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of unit administration.

Position Status Full Time Hours Per Week Daily Work Shift Work Arrangement FLSA Nonexempt Grade 03 Position Salary Annual Minimum Salary 50065.00 Annual Mid Range Salary 62252.00 Annual Maximum Salary 74438.00 Standard Hours 37.50 Union Description URA-AFT Administrative Payroll Designation PeopleSoft Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview . Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience

• Bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Good communication skills and computer literacy.

Preferred Qualifications Equipment Utilized

• Desktop and laptop computers.
• Office software: word processing, database, and spreadsheet applications. Rutgers-specific systems.
• Web applications, including school-specific, university-wide, and public systems.
• Expected to use and be familiar with copier machines, fax, and other office equipment.

Physical Demands and Work Environment Special Conditions Posting Details Posting Number 25ST0978 Posting Open Date 05/09/2025 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Rutgers University - New Brunswick City New Brunswick/ Edison State NJ Location Details Pre-employment Screenings All offers of employment are contingent upon successful completion of all pre-employment screenings. Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals , if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing?
  • Yes
  • No

Required Documents

Resume/CV

Cover Letter/Letter of Application

List of Professional References (contact Info)

Optional Documents

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement .

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and/or your participation in the application and selection processes (for example, the online application process or interviews), please call 848-932-4444 or e-mail us .

Rutgers University is an equal access/equal opportunity institution. If you have trouble accessing this page because of a disability, please contact us at 732.745.7378 or via email at [e-mail] .

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